Staff’s up-to-date situational awareness ensures quality and safety

An organisation’s processes and regulatory requirements necessitate that the staff is thoroughly familiar with various up-to-date guidelines and documentation. This is an important part of staff’s situational awareness and competence management. For some materials, acknowledgements need to be collected from the staff for having read and understood the document.

The Read & Sign functionality enables you to ensure

• information flow and policy adoption
• compliance with legal and regulatory requirements
• oversight of organisational processes and practices
• risk management (incident minimisation)
• continuous improvement (learning from incidents and deviations); and
• support for and implementation of change processes.

It’s that easy

See how easy it is to publish content, get acknowledgements from employees as well as track and report on completion with Read & Sign. Click on the arrows to the right or left in the carousel below.

An easy-to-use and flexible tool for sharing important information

Typical uses of the Read & Sign functionality include:

• communication of lessons learned from incidents and deviations
• instructions and documentation compliant with regulations
• information on quality deviations and updated instructions.

Rego HSEQ’s Read & Sign functionality can be used to publish a specific document or other content to a selected target group and to track that the group familiarises themselves with it. The content can be new or updated information, a document, a guideline or a policy change.

Supervisors can flexibly create and manage different target groups to whom to publish contents. For each content, a time frame is defined within which employees must familiarise themselves with the document and acknowledge reading and having understood it.

The system turns the acknowledgement request into an actionable task for the employee, and this task is only removed from the task queue once the employee has acknowledged reception by signing. The system reminds the employee of the reading obligation by e-mail until the employee has acknowledged reading and understanding the document.

Using Read & Sign in different industries

The Read & Sign service is useful for organisations in different sectors and in many situations. It can replace acknowledgements of receipt for information and instructions that were previously collected on paper, or it can be used to collect acknowledgements in situations where they were not previously collected systematically. The latter typically applies to situations in which information delivery is important but not required by law or standards.

Many sectors involve similar communication needs, but many also have industry-specific requirements.

In these and countless other situations, the Read & Sign service helps an organisation ensure that important information reaches all those concerned and that they understand and are committed to following new guidelines or policies.

Boost employee responsibility

The Read & Sign functionality helps to ensure that all employees in the target group receive the same information at the same time and in the same format. This reduces confusion and misunderstandings.

When employees are required to sign off on what they have read, this adds to their commitment to the guidelines, policies and rules issued.  Completions and acknowledgements are also saved in the system, which encourages employees to take responsibility for maintaining their own competence and for working safely for the benefit of customers and the whole work community.

Supervisor receives real-time information on completions

The Read & Sign functionality allows supervisors to have a simple real-time view of employees’ completions. With the functionality, supervisors can view completions with various filters and identify potential overdue risks in advance. This way, any necessary actions can be taken in a timely manner, supporting smooth operations and schedule adherence.

The system also provides easy access to the necessary statistics for audit and monitoring processes. The organisation is thus able to demonstrate that employees are aware of important instructions, changes and critical information and that they follow the organisation’s policies and processes.

Functionalities

Completion statistics
Completion reporting for purposes such as audit and supervision processes. Reports can be viewed using various filters.